What are the responsibilities and job description for the Office Administrator position at SWK Management Inc?
Description
The Office Administrator serves as a key support role for the corporate team and retail store locations. This position is responsible for office administration, customer communications, vendor coordination, and customer experience support across multiple channels. The role acts as a centralized point of contact for operational tasks and customer inquiries, helping ensure consistent service, timely follow-through, and efficient support for store teams. This role is best suited for someone who is highly organized and detail-driven.
Key Duties and Responsibilities (including but not limited to):
· Office Administration & Store Support
o Order and manage store supplies including office, maintenance, food, beverage, and general operational needs.
o Coordinate recurring store support needs such as monthly “First Friday” pizza orders.
o Maintain organization of corporate and store requests to ensure timely completion.
o Support corporate team with administrative tasks and internal coordination as needed.
· Vendor Coordination & Project Support
o Serve as the primary point of contact for vendors related to building, range, and facility maintenance.
o Coordinate vendor scheduling, site access, and timelines with store leadership.
o Request and organize quotes for upcoming projects and repairs.
o Track project progress and communicate updates to corporate leadership and store managers.
o Maintain vendor contact information and documentation.
· Customer Service & Communications
o Respond to customer inquiries received via email, social media, and online review platforms.
o Monitor and respond to customer reviews on Google, Yelp, and similar platforms in alignment with company standards.
o Provide professional, timely, and brand-appropriate communication to customers.
o Coordinate with store managers to resolve in-store customer service issues.
o Escalate complex or sensitive issues to appropriate leadership when necessary.
· Customer Experience Improvement
o Track recurring customer issues, trends, and feedback across all communication channels.
o Share insights and recommendations with the Corporate Purchasing Manager and Corporate Operations Director.
o Update internal knowledge bases, templates, and FAQs to improve consistency and efficiency.
o Assist in refining customer service processes and communication standards.
o Support continuous improvement initiatives focused on customer satisfaction and operational effectiveness.
Requirements
Qualifications:
· 2 years of experience in office administration, customer service, or administrative support.
· Strong written and verbal communication skills with attention to clarity and accuracy.
· High attention to detail and accuracy in written communication, data tracking, and task completion.
· Strong organizational skills with the ability to manage multiple requests, deadlines, and recurring tasks.
· Ability to prioritize work, track tasks, and follow through to completion with minimal oversight.
· Proficiency with email, scheduling tools, and standard office software.
· Professional demeanor and ability to interact effectively with customers, vendors, and internal teams.
Preferred Skills
· Naturally detail-oriented and methodical; enjoys organizing systems, schedules, and information.
· Experience managing high volumes of requests while maintaining accuracy and timeliness.
· Experience using task management tools, shared calendars, or project tracking systems.
· Ability to work independently with minimal supervision once expectations are defined